An unofficial copy of a record and is maintained for ease of access and reference. A convenience copy has no retention period and can be destroyed at any time.
The person that is charge of an office that creates or receives records.
Is any record necessary for the resumption or continuation of RRISD operations in an emergency or disaster, to the recreation of the legal and financial status of RRISD, or to the protection and fulfillment of obligations to the people of the school district.
Records that must be maintained for a mandatory retention period but which are no longer needed in active office space. Typical inactive records are accessed at a rate of less than 1 search per file drawer per year while semi-active records are accessed at a rate of less than 1 search per file drawer per month.
Any document, paper, letter, book, map, photograph, sound or video recording, microfilm, magnetic tape, electronic medium, or other information recording medium, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, created or received by RRISD. The term does not include:
- Extra identical copies of documents created only for convenience of reference or research;
- Notes, journals, diaries, and similar documents created by employees for the employee’s personal convenience;
- Blank forms;
- Stocks of publications;
- Library and museum material acquired solely for the purposes of reference or display;
- Copies of documents in any media furnished to members of the public to which they are entitled;
Is any RRISD record for which the retention period on a records retention schedule is given as permanent.
Records Control Schedule
A document prepared by or under the authority of the records management officer listing the records maintained by RRISD, their retention periods, and other records disposition information that the records management program my require.
Is the application of management techniques to the creation, use, maintenance, retention, preservation, and disposal of records for the purposes of reducing the costs and improving the efficiency of recordkeeping. The term includes the development of records control schedules, the management of filing and information retrieval systems, the protection of essential and permanent records, the economical and space-effective storage of inactive records, control over the creation and distribution of forms, reports, and correspondence, and the management of micrographics and electronic and other records storage systems.
Records retention Schedule
Is a document issued by the Texas State Library and Archives Commission under authority of Subchapter J, Chapter 441, government Code, establishing mandatory retention periods for RRISD.
Records Storage Center
A low cost, high density facility designed to provide storage and control for inactive records.
Is the minimum time that must pass after the creation, recording, or receipt of a record, or the fulfillment of certain actions associated with a record, before it is eligible for destruction.